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SAIEE BYLAWS - 1

THE SOUTH AFRICAN INSTITUTEOF ELECTRICAL ENGINEERS

BYLAWS

FOUNDED JUNE 1909 INCORPORATED DECEMBER 1909

The Bylaws was:Adopted in November 1909

Revised in January 1921Revised in September 1950

Revised in August 1969Reprinted as amended in October 1978Reprinted as amended in August 1987

Reprinted as amended in September 1992Reprinted as amended in June 2000

Reprinted as amended in January 2009Reprinted as amended in January 2015

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South African Institute of Electrical Engineers

C O N T E N T S

Clause Page

B1. Admission to Membership 4

B2. Membership : List Of, Notices To, Letters Of Designation Of 9

B3. Fees And Subscriptions 10

B4. Meetings And Ballots Of The Institute 14

B5. Official Publications, Papers Etc 15

B6. Election Of Members Of Council 18

B7. Meetings And Duties Of Council 19

B8. Centres And Sections 24

B9. Student Chapters 32

B10. Meetings And Business Of Corporate Partners 33

B11. Exco 34

B12. Assets And Account Management And Administration 35

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South African Institute of Electrical Engineers(Incorporated)

BYLAWSSpecial Provisions and Definitions

In these By-laws, except where the context forbids, words signifying males are intended to include females and words implying the singular number are intended to include the plural number, and vice versa.

Institute shall mean the South African Institute of Electrical Engineers.

`Council’ shall mean the Council constituted under Section 3 of the Constitution of the Institute.

The terms ̀ approved’ and ̀ recognised’ and ̀ acceptable’ shall mean approved by, recognised by and acceptable to Council of the Institute as defined in the Constitution unless the context denotes otherwise.

The term `member’ shall mean a member of any grade of membership of the Institute but when written ̀ Member’ it shall mean that particular grade of membership denoted by clause 2.7 of the Constitution.

The Policies and Procedures as approved by Council pursuant to the relevant portion of clause 3.11 of the Constitution.

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Election or transfer by Council

Election of Student

Election or transfer to Associate

B1.1.1 The election of a candidate or Corporate Partner, or transfer of a candidate to any grade of membership of the Institute shall be by Council, but, except in the case of Companion and Honorary Fellow, shall have no force or effect until the appropriate fees and subscription have been paid.

B1.1.2 A candidate or affiliate for election, or a candidate

for transfer to a higher grade of membership of the Institute shall forward his application on the form prescribed by Council, duly completed and accompanied by any necessary supporting documents and fees, to the Administration Staff of the Institute.

B1.1.3 Council shall consider the application and supporting

data and accept the affiliate or grade the candidate in terms of the Constitution, By-laws, Regulations and Rules.

B1.1.4 Council may require a candidate to present himself

for an interview by a panel of assessors appointed by Council regarding his application.

B1.2.1 A candidate for election to membership of the Institute in the grade of Student shall apply on the appropriate form, which shall embody a certificate from the academic institution at which he is a bona fine student.

B1.2.2 Should Council find the application acceptable in

every respect Council shall declare the candidate duly elected subject to B.1.1.1. The election of the candidate shall then be announced at an Ordinary or Annual General Meeting.

B1.3.1 A candidate for election or transfer to Associate shall be proposed by a member graded Member or higher, who has personal knowledge of the candidate’s character, qualifications and experience.

B1. ADMISSION TO MEMBERSHIP

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B.1.3.2 Having considered the application in terms of B.1.1.3 and having found it acceptable, Council shall declare the candidate duly elected in the appropriate grade, subject to B.1.1.1. Subsequent to the payment of the appropriate fees the election or transfer of the candidate shall be announced at an Ordinary or Annual General Meeting.

B1.4 The grade of Companion shall be an honorary grade and persons so graded shall be invited by Council to join the Institute, his election having taken place as follows :-

B1.4.1 Any Member, Senior Member, Fellow or Honorary

Fellow may propose in writing any person whom he considers fulfils the requirements as stated in 2.6 of the Constitution, to the Administration Staff of the Institute.

B.1.4.2 The proposal must be accompanied by a citation

signed by the proposer and supported by a second Member, Senior Member, Fellow or Honorary Fellow.

B1.4.3 Council shall consider the proposal and, should the

proposal be accepted, invite the nominee to join the Institute as a Companion.

B1.4.4 Alternatively, should Council receive an application

for membership in the normal way, and the candidate found to be particularly acceptable as a Companion, Council may invite the applicant to join the Institute as a Companion.

B1.5.1 A candidate for election or transfer to Member shall be supported by a member who is graded Member or higher, or by a senior company or organisation official who would be prepared to vouch for the applicants professional experience and integrity.

B1.5.2 A candidate for election or transfer to Senior Member shall be supported by two (2) members who are graded Senior Members or higher.

Election of Companion

Election or transfer to Member, Senior Member or Fellow

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B1.5.3 A candidate who is nominated for transfer to Fellow shall be supported by two (2) members who shall themselves be Fellows

B1.5.4 All persons who support applications for election or

transfer to the grades of Member, Senior Member or Fellow shall have personal knowledge of the candidate’s character, qualifications and experience.

B1.5.5 Should Council find in terms of B1.1.3 that a candidate

for election or transfer to Member or Senior Member is not qualified in every respect to be graded as applied for, Council shall declare the candidate elected or transferred to the grade in which the candidate, in the opinion of Council, is qualified subject to B.1.1.1. The election or transfer shall be announced at an Ordinary General Meeting.


for transfer to Fellow is not qualified in every respect to be graded as Fellow, the applicant will retain his present grading.

B1.5.7 Applications and nominations for membership and

grading as Fellow or transfer to the grade of Fellow, in which exceptional circumstances as envisaged in clause 2.9.1 of the Constitution apply, shall be considered by the Membership Committee in terms of the Regulations governing such cases and a recommendation made to Council for final decision.


is qualified in every respect to be graded as Member, Senior Member or transferred to Fellow, Council shall declare the candidate elected or transferred subject to B.1.1.1. The election or transfer shall be announced at an Ordinary General Meeting.

B1.5.9 The names or grading of members elected or

transferred in terms of B1.2.2, B1.3.2, B1.5.5 and B1.5.7 shall be published in an official publication (as defined in B5.1) of the Institute and elsewhere as Council may direct.

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Election of Honorary Fellow

B1.6.1 Honorary Fellows shall be elected by Council in accordance with the provision of this By-law.

B1.6.2 A member of Council wishing to propose a

candidate for Honorary Fellowship shall, in the first instance, make his proposal privately and in person to the President.

B1.6.3 The President shall discuss the proposal with

the Office Bearers, disclosing at his discretion the identity of the proposer. If the candidate is an Office Bearer, he shall be excluded from the discussion.

B1.6.4 If the proposal is approved at this stage, a

written motion and citation shall be prepared and a seconder sought. The motion with the names of the proposer and seconder shall then be posted and/or sent electronically to all Council members, excluding the candidate if he is a Council Member. This notice, which shall also be a ballot paper, shall be returned to the Administration Staff by a specified date which shall not be less than three (3) weeks from the date of posting the notice or five (5) days from the date of sending the e-mail.

B1.6.5 The President and Administration Staff of the

Institute shall act as scrutineers. B1.6.6 A Council member recording an adverse vote

shall give the reason on his ballot form for so doing. B1.6.7 The candidate shall be elected if seventy-

five (75) percent of the Council members record a positive vote and not more than two (2) adverse votes with reasons are recorded.

B1.6.8 If a candidate has been elected, this shall be

announced at the first Council meeting following the return date mentioned in B1.6.4 and at the subsequent General Meeting. The lack of such announcement shall be accepted as an indication that the candidate was not elected.

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Election of a Corporate Partner

Exemption in respect of signatures

Re-admission

B1.7.1.1 A Corporate Partner’s application to the Institute shall apply on the appropriate form.

B1.7.1.2 Should Council find the application acceptable in

every respect Council shall declare the Corporate Partner duly elected subject to B.1.1.1. The election of the Corporate Partner shall then be announced at an Ordinary or Annual General Meeting.

B1.8.1 Council may, at its discretion, waive the requirements of By-law B1.3.1, B1.5.1, B1.5.2 and B1.5.3 as regards the required signatures of members if a candidate is prevented from obtaining the specified number of sponsors for his application either by reason of his place of residence or for any other valid reason beyond his control.

B1.8.2 In such case, the candidate should assist Council

by submitting names of suitable persons, preferably engineers who could vouch for his character, qualifications and experience and with whom Council may communicate.

B1.9.1 A candidate for re-admission to membership under clause 2.17 of the Constitution may be re-admitted either by re-election or by re-instatement. Before an application for re-admission is considered by Council, any arrears that may have accrued up to the time the affiliate or candidate had ceased to be a member, shall have been paid. The re-election or re-instatement shall have no force or effect until the appropriate fees have been paid. Corporate Partners shall apply annually on the prescribed form.

B1.9.2 A person who ceased to be a member either by

resignation or default, may be considered for re-instatement provided his application is made in writing within two (2) years of his ceasing to be a member.

B1.9.2.1 Re-instatement means that the former member is

restored to the position he would have occupied had he not ceased to be a member. His membership shall

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Register of members

Distribution of notices

Letters of designation

then be deemed to have been continuous from the date of his previous election.

B1.9.2.2 All fees that the member would have paid had

there been no break in the member’s or affiliate’s membership must be paid.

B1.9.3.1 A person who ceased to be a member, whether by

resignation or default, desiring re-admission more than two (2) years after ceasing to be a member, shall apply for election in the prescribed manner.

B1.9.3.2 An applicant applying for re-election shall be graded

in terms of the Constitution, By-laws, Regulations and Rules in force at the time of application for re-election.

B1.9.4 A person who ceased to be a member by expulsion

shall not be re-admitted except by special resolution of Council agreed upon by a two-thirds majority of the members present at the meeting at which such resolution is passed.

B2.1 A register of the names and addresses of all members shall be kept by the Administration Staff of the Institute and information there from may be made available to members on request but shall not be used for commercial purposes in compliance with the Protection of Personal Information Act.

B2.2 Notices shall be sent by hand, facsimile, electronically or post to the address last registered with the Institute.

B2.3.1 A member of the Institute shall be entitled to use the following authorised letters designating his grade of membership in the Institute :-

Honorary Fellow Hon FSAIEE Fellow FSAIEE Senior Member SMSAIEE Member MSAIEE Companion Companion SAIEE

B2. MEMBERSHIP : LIST OF, NOTICES TO, LETTERS OF DESIGNATION OF

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Associate Associate SAIEE Student Student SAIEE Corporate Partner SAIEE Affiliate (‘category’)

B2.3.2 Corporate Partners are classified under the following four categories:

Technical Corporate Partner. Public Sector N.G.O.’s

B2.3.3 No member shall adopt, or describe himself by any other description or abbreviation to indicate his grade of membership in the Institute nor shall any person who is not a member of the Institute describe himself as a member of the Institute or make use of the above letters.

Corporate Partners

Commercial Services

B3. FEES AND SUBSCRIPTIONS

Entrance fees & subscriptions

Subscription for part of the year

Annual subscriptions

Payment of entrance fees and subscriptions on election or transfer

B3.1.1 All members and Corporate Partners shall pay administration fees and subscriptions as prescribed by Council from time to time. All members and Corporate Partners shall be notified of any changes in the amounts payable at least three (3) months before the date on which such changes become effective.

B3.1.2 Should candidate be elected or transferred after

30 June in any year his subscription or increased subscription fee shall be half of the annual fee.

B3.2 Annual subscriptions shall become due on 1st

January in each year and shall include all applicable per capita levies to other institutions, councils, umbrella bodies, etc as approved by Council from time to time.

B3.3.1 Appropriate entrance fees and subscriptions shall

become due by a candidate or Corporate Partner for election or transfer on receipt of the notice advising him of the outcome of his application.

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Exclusion from membership due to default (Constitution clause 2.14)

Fees payable on re-admission, re-election and re-instatement

B3.3.2 Payment of amounts due shall be made within one (1) month from the due date of the above-mentioned notice. Council may, at its discretion, extend this period by one (1) further month.

B3.3.3 If payment is not made within the period stated in

3.3.2 above nor the extended period, the application shall lapse and Council shall not consider such application again until at least six (6) months after the date on which the amounts were due.

B3.4.1 A member whose annual subscription is unpaid after

the 31st day of March in any year shall cease to be in good standing and shall not be entitled to receive the notices, publications or awards of the Institute nor to exercise any other of the rights and privileges of membership.

B3.4.2 A member whose annual subscription remains unpaid

for one (1) year may, by resolution of Council be excluded from the Institute; he shall therefore cease to be a member and his name shall be removed from the membership register. Notice to this effect shall be sent to him in writing by the Administration Staff of the Institute at his last registered address three (3) months prior to the termination of the stated period. Such exclusion shall not relieve him from his liability for the payment of money due by him.

B3.5.1 The fees and subscription to be paid by a re-admitted

member, in addition to the arrears referred to in By-law B1.8 will depend on whether he is re-elected or re-instated.

B3.5.2 A re-elected member will be required to pay the

appropriate entrance fees and subscription as stipulated in B3.1.1 above as well as any arrears that may have been due at the time of his ceasing to be a member. Council may, however, remit all or part of this latter amount if it considers circumstances justify such remission.

B3.5.3 A re-instated member will be required to pay

an amount equivalent to the total of the annual subscriptions of the years, including the current

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Members resident outside South Africa

Subscription on retirement

Exemption after 50 years of membership

Remission of subscriptions

year, since his name was removed from the register of members.

B3.6 Council may determine the magnitude of subscriptions

to be paid by members not resident in the Republic of South Africa, other than those payable by resident members.

B3.7.1 Where a member in the age group 55 to 70 years

has retired from substantive employment in the engineering profession, he may make a written application to Council for recognition as a retired person and a reduced membership fee.

Note that retired person does not, on an ongoing basis, receive professional fees, salary or other payment for work connected with the engineering profession amounting to more than 30 hours per calendar month or 300 hours per year of 12 consecutive months. Should these limits be exceeded, the member must advise Council of the fact where after their retired status will be reversed and normal fees will apply.

B3.7.2 The annual subscription of any member of any grade

complying with the conditions of B3.7.1 shall be reduced in a manner prescribed by Council annually.

B3.7.3 Any member complying with the conditions of B3.7.1

but who has been a member of the Institute for not less than twenty-five (25) consecutive years or has reached the age of seventy years, shall be exempt from the payment of further subscriptions.

B3.7.4 Any member who has been a member for fifty (50)

consecutive years shall be exempt from the payment of further subscriptions.

B3.8.1 Council may, in exceptional circumstances, reduce or remit the annual arrear subscriptions due by any member.

B3.8.2 A member in good standing may, in exceptional

circumstances, be granted a remission of subscriptions for a period of one (1) to three (3) years.

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Unemployed Persons

Student and Associate matters

Exceptional circumstances may include temporary absence from South Africa, leaving the profession for a short period, sabbatical leave, unemployment, financial difficulties, etc..

B3.8.3 Council may, reduce the annual subscription of an

Associate to those applicable to a Student if it is satisfied that the reduction is appropriate.

B3.8.4 Members who have been retrenched or who

have become unemployed may apply to Council to have their annual fee deferred until such time as they are again employed. The application must be in writing, stating the circumstances of the applicant’s unemployment and copies of supporting documentation.

B3.9.1 An applicant who is granted Student membership

of the Institute shall be exempt from the payment of entrance fees. Once a person ceases to be a bona-fide student, he or she is to inform the Institute.

B3.9.2 A Student who had been exempt from the payment of

entrance fees when graded as Associate and/or who qualifies in terms of Clause B1.5.1 for transfer to the grade of Member shall be exempt from the payment of entrance fees to that grade provided application for transfer is made within six (6) months of such qualification being achieved.

B3.9.3 An Associate who fails to apply for transfer in

terms of B3.10.2, or a Student who has been graded Associate in terms of clause 2.4.2 of the Constitution, shall be liable for entrance and subscription fees when transferred to a higher grade.

B3.9.4 A Student member shall pay as determined by Council

subscription fees during a period of six (6) years from the date when he was first registered as a student for an approved course in electrical engineering at a recognised tertiary educational institution.

B3.9.5 A Student member shall pay the Associate

subscription rate for the 7th and subsequent

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Quorums of the Institute

Voting

Chairman

B4.1 The quorum for all Ordinary General Meetings of the Institute shall be twelve (12) Members, Senior Members, Fellows and Honorary Fellows and for Annual General Meetings thirty (30) Members, Senior Members, Fellows and Honorary Fellows of whom the majority shall be Senior Members and Fellows. The quorum for Special General Meetings shall be thirty (30) Members, Senior Members, Fellows and Honorary Fellows of whom the majority shall be Senior Members and Fellows. A majority of votes of members entitled to vote in person and by proxy shall carry any business before the meeting.

B4.2.1 Every proposal submitted to any meeting except as otherwise provided, shall in the first instance be decided by a show of hands of the members entitled to vote but a ballot may be demanded by any Member, Senior Member, Fellow or Honorary Fellow present. This ballot shall be taken forthwith and be supervised by two scrutineers appointed by the meeting.

B4.2.2 The Chairman of any meeting shall have a deliberative

vote and, if necessary, a casting vote. B4.2.3 Every member of Council shall have only one vote

except as provided in B4.2.2 above, even if the member serves on Council in terms of more than one provision of the Constitution

B4.3 The President shall preside at all Ordinary, Annual and Special General Meetings of the Institute at which he is present; otherwise the Deputy President or one of the Vice Presidents or other Office Bearer, or if none be present, a Fellow elected by the meeting shall preside.

B4. MEETINGS AND BALLOTS OF THE INSTITUTE

years from the date when he was first registered as a student for an approved course in electrical engineering at a recognised tertiary educational institution without being liable for entrance fees.

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Adjournment

Postal, facsimile ande-mail Ballots

Papers & contributions

B5. OFFICIAL PUBLICATIONS, PAPERS ETC

B4.4 The Chairman of any meeting may, with the consent of the majority of the members present, who are entitled to vote, adjourn the proceedings from time to time and from place to place.

B4.5 Ballots and opinion polls held in terms of clauses 4.4 and 5 of the Constitution shall be conducted as follows :-

B4.5.1 Council shall appoint a committee of not less than

three (3) members comprising Members, Senior Members, Fellows and/or Honorary Fellows to conduct the ballot or opinion poll. One of the committee members shall be appointed chairman by Council.

B4.5.2 Papers setting out the objects of the ballot or opinion

poll and making provision for members to exercise their vote shall be sent by the Administration Staff of the Institute to all eligible members at least twenty-one (21) days in the case of post or five (5) days in the case of electronic communication specified by Council prior to the closing date of the ballot or poll

B4.5.3 The result of the ballot or poll shall be reported to

a Council meeting on a day specified by Council. Council shall determine in what form the result of the ballot or poll shall be communicated to members.

B5.1. The official publications of the Institute shall be known as “SAIEE Africa Research Journal”, “wattnow”, “Watts On” and the Institute’s website www.saiee.org.za as well as any new publication that may be approved by Council. Official notifications may be included in any or all such publications as determined by Council.

B5.2 All original literary and artistic material submitted

to the Institute shall be deemed to be submitted for possible publication by the Institute. On receipt of any such submission and before publication by the Institute, the submitters shall be requested to

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assign, in writing, copyright in such material to the Institute and to give such guarantees as the Institute may require that publication of the material will not constitute a violation of the rights of third parties. In accordance with circumstances, safeguards other than those specified above may be obtained prior to publication of material.

B5.3 No one shall, save with the permission of the Council,

publish or cause to be published any material submitted to the Institute and which is covered by By-law B5.2. Where permission is granted in accordance with this By-law, it shall be incumbent upon the party granted permission to ensure that an acknowledgement is made in the form and place determined by the Institute.

B5.4 Copyright in such material as referred to in By-law

B5.2 shall be deemed to vest in the Institute when the written assignment set out in By-law B5.2 is made by the submitters.

B5.5 Notwithstanding the provisions of By-law B5.3

abstracts of material in which the Institute holds copyright may be reproduced without the prior permission of Council, but due acknowledgement shall be made to the Institute.

B5.6 Single copies of material in which the Institute holds

copyright may be made for research or private purposes without reference to the Institute.

B5.7 Except in the case of material submitted for

conferences, symposia, workshops and similar events, copyright shall revert to the submitters if publication of the material covered thereby is not made within six (6) months of the date of submission of such material to the Institute or within such extended period (not exceeding one (1) year) as the Institute may communicate to the submitter within two (2) months of the date of the aforesaid submission.

B5.8.1 In the case of material submitted to for conferences,

symposia, workshops or other similar events copyright shall revert to the submitter unless within

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Author’s complimentarycopies

Preferential sales

three (3) months after the date set for the event or at any prior stage the Institute has published the material in any form or the Institute has negotiated an extended period with the submitter for any such publication.

B5.8.2 Notwithstanding the provisions of By-law B5.8.1 the

Institute shall always have the right to publish in its official publications, material, revised or otherwise, presented at its conferences, symposia, workshops or similar events in whole, in part or in précis form.

B5.9 Where the Institute undertakes joint conferences,

symposia, workshops or similar events or joint publications with one or more third parties then the provisions of these By-laws will be adhered to subject to such modifications as may be deemed necessary by the Institute to provide for the position of any such third party. The publication rights are to be equitably shared.

B5.10.1 The publication of a paper by the Institute shall entitle the author, or joint authors, to receive a number of complimentary copies of the publication in which the paper was printed as determined by Council from time to time.

B5.10.2 The author of a “contribution to discussion” which is

published, shall, if he is not a member of the Institute, be entitled to receive a complimentary copy of the publication in which the paper and his contribution were printed.

B5.11 Publications of the Institute may be sold on request, to members of extra-territorial Institutions at preferential prices as determined by Council from time to time.

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B6.1 The nomination of members for election to Council in accordance with 3.2.2 of the Constitution shall be as follows :-

B6.1.1 Fellow, Honorary Fellow, Senior Member and Member

candidates eligible for election to Council may be nominated only by Members, Senior Members, Fellows and Honorary Fellows. Each member entitled to nominate candidates may nominate only one candidate for each prospective vacancy amongst the Council members referred to in clause 3.2.2 of the Constitution.

B6.1.2 Nominations shall be made in the format prescribed

by Council; the nominations shall be sent to the members of the Institute by the Administration Staff of the Institute at least thirty five (35) working days before the Annual General Meeting. Nominations in the prescribed formats shall be returned to reach the Administration Staff of the Institute not less than twenty five (25) working days prior to the Annual General Meeting. The proposer shall obtain written consent from the nominee and this shall accompany the nomination.

B6.2.1 The Administration Staff of the Institute shall send

the appropriate official voting lists at least twenty (20) working days before the Annual General Meeting to each member eligible to vote as indicated in clause 2.3.1 of the Constitution. These lists shall contain the names and designations (or occupations) of all candidates duly nominated.

B6.2.2 The voting lists received by the Administration Staff

of the Institute up to noon on the tenth (10th) working day before the Annual General Meeting.

B6.3.1 A committee of not less than five (5) who are

Senior Members, Fellows or Honorary Fellows shall be elected at the Council meeting immediately preceding the Annual General Meeting to conduct

Nomination of Councilmembers

Ballot for Council

Scrutineers

B6. ELECTION OF MEMBERS OF COUNCIL

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Council meetingsquorum

Chairman

Absence from Councilmeetings

Appointments ofcommittees and representatives

B7. MEETINGS AND DUTIES OF COUNCIL

the ballot for the election of members of Council. This committee of scrutineers shall elect a chairman from amongst its members. The committee shall meet not less than five (5) working days before the Annual General Meeting to assess the outcome of the vote.

B6.3.2 In the event of an equal number of votes being record

for two or more candidates, all of whom cannot be elected, the chairman of the committee of scrutineers shall by a majority vote of the committee decide the result; the chairman shall have a deliberative and, if necessary, a casting vote.

B6.3.3 The newly elected members shall be announced at the Annual General Meeting.

B7.1.1 Council shall hold meetings as often as the business of the Institute requires. At meetings of Council twelve (12) voting members shall form a quorum and all matters shall be decided by a majority, except as otherwise provided for in clause 2.15 of the Constitution and By-law B1.6.7. The chairman shall have a deliberative vote and, if necessary, a casting vote.

B7.1.2 At each Council meeting the chair shall be taken by the President or, in his absence, the Deputy President, a Vice-President or other Office Bearer, in the absence of all of them, a Fellow or Honorary Fellow of the Council elected by members present.

B7.2 Any member of Council who consistently absents himself from Council meetings shall be given 2 months notice that his membership of Council may be terminated if the situation is not corrected. If the situation does not change after 2 months, the Exco may approve the termination.

B7.3.1 Council shall have the power to appoint committees and/or representatives for such purposes and with

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such powers as it may decide. Such appointments and/or representation may be made from members of the Institute or from such other persons as Council may select in order to further the interests and work of the Institute.

B7.3.2 The President shall be ex officio a member of all

committees. B7.3.3 Chairmen of committees and representatives

appointed by Council shall report regularly to Council either in person or in writing the progress and eventually the result of the work of the committees or representation.

B7.3.4 To consider reports from the Council Committees. To make decisions on matters within the Exco

delegation. To refer matters to Council for approval where

necessary. To formulate strategies and policies for the Institute. B7.3.4.1 Finance Committee:– Assist the Honorary Treasurer in his role and

responsibility as custodian of the SAIEE finances, including operational and investment finances.

– Provide similar support to the CEO. Assist the CEO to comply the annual budget.

– Exercise oversight over SAIEE financial activities, including those of the centres and sections.

– Centre management and support co-ordination and liaison.

– Ensure effective financial management and controls with regard to events and projects.

– To ensure that the terms of By-law 12 are complied with.

– To ensure compliance to relevant legislation.– To safeguard the assets of the Institute. B7.3.4.2 Education & Training Committee– Outreach programmes to schools (including career

guidance). – Student Chapters (including student guidance).

Committee Rules and Responsibilities

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– Bursaries (SAIEE and administered). – Post graduate research grants. – Tertiary Education Institution liaison and programmes. – Driver for transformation, particularly through the

entry points to the engineering education pipeline and through facilitating and aiding entry to, and progress through, the education and training pipeline to graduation.

B7.3.4.3 Professional Development Committee– Mentoring of young engineering graduates

(technicians, technologists and engineers). – Registration support to all engineering practitioners. – ECSA support, liaison and registration activities. – Outreach to and liaison with other organisations and

stakeholders (eg other VAs, NGOs, state bodies etc). – Skills development and enhancement programmes,

including together with industry and other VAs. – Continuing professional development (SAIEE

programmes and activities). – Continuing professional development (validation and

endorsements). – Driver for transformation in the electrical engineering

industry.– Mentorship programme B7.3.4.4 Publications Committee– Strategic direction and oversight of SAIEE Journals,

and social media. – Editorial Boards and panels. – Strategic direction to Publications and activity

oversight. – Expanding publications in consultation with the

Technology & Knowledge Leadership Committee. – SAIEE website – strategic direction and oversight..– Communicate technical and other relevant

information to membership and the industry.

B7.3.4.5 Technology & Knowledge Leadership Committee– Leverage the membership knowledge repository

towards activities such as: – Technical application (eg standards development). – Industry, legislative and social issues and

commentary, and general “thought leadership”, on matters directly or indirectly within the electrical

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engineering milieu. – Knowledge dissemination and growth (symposia,

publications, events, articles, etc), in collaboration with other committees (eg Publications and Events).

– Establish and support sections and special interest groups to facilitate this.

– Liaise with centres to encourage national involvement and co-ordination in these activities.

– Establish and maintain the SAIEE in a leadership role in electrical engineering, in a way that is relevant to SAIEE members, industry, public sector and the broader South African setting. Collaborate with the Marketing and Communications Committee in this respect.

B7.3.4.6 Events and Marketing Committee– Provide strategic direction and oversight to the

SAIEE Exco in respect of marketing of the SAIEE, its membership, activities, values and positions.

– Interact with other committees in respect of their activities, priorities, positions and needs relating to marketing and encourage and promote these through appropriate actions and direction.

– Promote the status and value of SAIEE membership and grades into the membership body, industry, public sector and broader society, and encourage membership and transfers, in collaboration with the SAIEE Membership Committee.

– Event coordination, oversight and strategic direction.– Establish and maintain event standards.– Initiate, arrange and manage annual events – AGM,

Banquet, President’s Invitation Lecture, and Bernard Price Memorial Lecture.

– Provide event feedback to all concerned to ensure early warning of problem areas, addressing of calendar gaps and clashes etc.

– Proactively encourage event initiation by committees, sections and centres. The primary driver should be the relevant committees, sections and centres – not the E&M committee.

– To develop and create a sustainable demand for the SAIEE products and services and to promote the SAIEE Brand

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B7.3.4.7 Membership Committee– Establish, implement and consistently apply the

membership criteria. – Exercise custodial oversight of the membership

database and its integrity. – Receive and vet applications for membership,

resignations and transfers. – Promote the status and value of SAIEE membership

and grades into the membership body, industry, public sector and broader society, and encourage membership and transfers, in collaboration with the SAIEE Marketing and Communications Executive and the Marketing and Communications Committee.

– Ensure the validity and correct use of membership certificates.

– Consider application for reduced fees in terms of the by-laws and make recommendations in this regard.

B7.3.4.8 Chief Executive Officer (CEO) The duties and responsibilities of the CEO are

governed by clause 3.2.9 of the Constitution, and the delegation document contained in the Policies and Procedures of the Institute.

The Exco, in consultation with the CEO if necessary, shall appoint an acting CEO in the event of any significant absence of the CEO. If after three months, the CEO has not resumed duties, the Exco will review the situation and take the necessary steps.

B7.3.4.9 Past Presidents’ Forum The Past Presidents’ Forum consists of the sitting

President, as well as all of the Past Presidents. Other persons may be invited to attend the meetings as appropriate and required. The attendees shall form a quorum providing there is a minimum of four Past Presidents attending. The Chairman of the meeting shall be the most recent Past President in attendance.

The Forum will not hold regular meetings, but will meet from time to time, as required, to make recommendations to Exco on matters of concern, possible improvements, and nominations of amongst others, for the Junior Vice President. Minutes shall be kept.

The President’s purse is owned by all the Past

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Presidents and the Past President’s Forum is obligated to authorise expenditure which is to the benefit of the business of the Institute.

B7.4.1 The President or, in his absence, the Deputy President or a Vice-President, may extend the privileges of the Institute to members of extra-territorial Institutions who are visiting the Republic of South Africa. Such privileges shall include those enjoyed by members with exception of voting powers at meetings and may normally extend for a period of not exceeding twelve (12) months.

B7.4.2 Visiting members from like organisations that enter

into an agreement with the Institute as approved by Council shall be granted facilities and privileges in terms of the specific agreement entered into with that Institution as approved by Council in May 1992 and re-affirmed from time to time.

B7.5 Council shall elect from membership representatives to serve on any approved society, committee, board, council, etc.

B7.6 Council may designate additional members of the SAIEE staff to perform the secretarial or other duties as Council may decide from time to time.

Reciprocityarrangements

Representation onother bodies

Additional Members ofStaff

Constitution of Centre orSection

B8. CENTRES AND SECTIONS

B8.1 Any Centre or Section established by the Institute shall be constituted and its affairs conducted in accordance with the Constitution, By-laws, Policies and Procedures.

B8.2.1 Council may, in accordance with the appropriate

article of the Constitution, establish Centres and Sections and name them appropriately.

B8.2.2 The established Centres are : The Western Cape Centre based in Cape Town

(established in 1953)

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The KwaZulu-Natal Centre based in Durban (established in 1957)

The Southern Cape Centre based in George (established in 2007)

The Vaal Centre based in Vanderbijlpark (established in 2008 and re-established in 2013)

The Mpumalanga Centre based in Secunda (established in 2007)

The Eastern Cape Centre based in Port Elizabeth (established in 2009)

Central Centre based in Bloemfontein. (established in 2013)

East London Interest Group. (Inactive) B8.2.3 The established Sections are :B8.2.3.1 The Power and Energy Section To:- Promote membership and involve members at an

early age in the activities of the institution.- Promote the electrical engineering field and

associated sciences and their applications in high schools, universities and society at large.

- Lead, direct and influence policies in electrical engineering fields and associated matters in the public, private and educational sectors.

- Promote and uphold the professional standing of members of the Institute and to provide career guidance for younger members

- Promote and advance education and training in electrical engineering and associated sciences in Southern Africa.

- Liaise with centres to encourage national involvement and co-ordination in these activities.

B8.2.3.2. The Electronics and Software Section To promote the interests of electronics and software

engineering. This includes, but is not limited to fields such as telecommunications, control, automation, software development and broadcasting.

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B8.2.3.3. The Historical Section To: Collect and preserve items (artefacts, manuscripts,

books...) of historical significance/ importance in the development of electrical engineering, with particular emphasis to South Africa and the contribution of South Africans.

Arrange displays of such items in an appropriate format (eg. subject, historical...) in a manner/ format such that the evolution of the said items is recorded for posterity and accessible for viewing by Institute members and the general public.

Set up and operate an inter-active display of electrical engineering items in a manner and venue that will allow for visitors to better understand the relative engineering principles and features shown. Such displays will include an active amateur radio station and associated equipment.

Take whatever steps are practical and economical to repair, restore and /or replace damaged items (artefacts. manuscripts, books, etc...)

Ensure that items not necessarily appropriate for public display are properly stored, identified and registered in a suitable data recording system.

Prepare a marked up map of South Africa showing the location of historical sites and identify some with plaques where appropriate.

B8.2.3.4. Rotating Machines Section The rotating machines section (RMS) is concerned

with all matters related to the requirements, research, skill- and product-development, application, design, construction, operation, or supervision of developments in technology and standardisation pertaining to rotating electrical machines – including their mechanical interfaces and power supplies. The RMS of the South African Institute of Electrical Engineers (SAIEE) consists of engineering decision makers from utility, industrial, petro-chemical industry, mining, consulting and tertiary institutions in

SAIEE BYLAWS - 27

Southern Africa (and RSA Government??). Members of the RMS are involved in the research, design, manufacture, supply, repair, condition assessment and application of electrical rotating machines.

B8.3 The membership of a Centre shall consist of those members of all grades in the Institute who reside in a geographical area which has been defined by postal codes. All members of the Institute shall be able to take part in the activities of all Sections.

B8.4.1.1 The affairs of a Centre or Section shall, subject to control by Council, be managed by a Committee elected by Members, Senior Members, Fellows and Honorary Fellows who are members of the Centre or Section from the members of the Centre or Section.

B8.4.1.2 The structure of the Centre Committee shall mimic that of the SAIEE Council as far as is possible and practical. Sub-committees with the same objectives as the Sections as defined in B8.2.3 above may be formed in the Centre, with dotted-line reporting to the respective Section.

B8.4.2 The Committee shall be constituted as follows : B8.4.2.1 A Chairman B8.4.2.2 A Vice-Chairman B8.4.2.3 The Immediate Past Chairman B8.4.2.4 An Honorary Treasurer (for Centre only) B8.4.2.5 A maximum of six (6) members of whom at least

four (4) shall be Senior Members, Fellows and/or Honorary Fellows

B8.4.2.6 Past Chairmen (not more than five (5)) who have accepted in writing the invitation of the Committee to serve for the ensuing year. The invitation shall be issued and accepted prior to the Committee meeting immediately preceding the Annual General Meeting of the Centre or Section.

Management of Sectionor Centre

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B8.4.3 The elected Committee shall have the power to

co-opt by unanimous vote of those present at an ordinary committee meeting not more than two (2) additional Members, Senior Members, Fellows and/or Honorary Fellows; these co-opted members shall have the privileges and responsibilities of elected members and shall hold office for the current year. The names of such co-opted members shall be announced at the next Ordinary General Meeting of the Section or Centre following their co-option to the Committee.

B8.4.4.1 The Chairman and the Vice-Chairman shall be Senior members, Fellows and/or Honorary Fellows of the Institute and after the first year of its inception shall have served for at least one (1) year on the Committee prior to their election to these positions.

B8.4.4.2 The Chairman and Vice-Chairman shall be elected

by the Committee from those of its members who are eligible for election to these offices. They shall hold office for one (1) year unless the committee appoints either or both incumbents for one (1) additional year. Any extension of the appointment(s) beyond a second year in office shall be subjected to approval by a resolution of Council.

B8.4.5 An Honorary Secretary (and only in the case of a Centre, an Honorary Treasurer) shall be appointed by the Committee.

B8.4.6 Three (3) members denoted in By-law B8.4.2.5 shall retire annually in rotation but shall be eligible for re-election.

B8.5.1 The Committee shall meet as often as the business of the Centre, Section or Exco requires. At meetings of the Committee five (5) members, or 50% of the Committee, whichever is the lesser amount, shall form a quorum and all matters shall be decided by a

Chairman andVice-Chairman

Honorary Secretary andTreasurer

Retirement of Committeemembers

Frequency and quorumof Committees, Centresand Exco meetings

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majority vote, the chairman having a deliberative vote and, if necessary, a casting vote.

B8.5.2 At each Committee meeting the chair shall be taken

by the Chairman or, in his absence, the Vice-Chairman or, in the absence of both of them, a Senior Member, Fellow or Honorary Fellow on the Committee elected by the members present.

B8.6 The duties of the Committee shall be : B8.6.1 To organise meetings for reading and discussing

papers and delivery of lectures; to arrange visits and events and to discuss subjects coming within the scope of the Centre or Section.

B8.7.1 A Centre or Section Committee shall not undertake any activities involving the expenditure of Institute funds entrusted to it, unless the item is part of an approved budget, or with prior approval of EXCO. Furthermore nothing in these By-laws shall empower any Centre or Section Committee to contract debts in the name of the Institute or to pledge the Institute’s credit in any way.

B8.7.2 Funds allocated for the operations of a Centre shall be

deposited on account of and for the use of the Centre in the bank which has been designated by the SAIEE. All cheques drawn on such accounts shall be signed by the Chairman or Vice-Chairman and the Honorary Treasurer of the Centre.

B8.8 Minutes of all Committee and General Meetings of the Centre or Section shall be kept and copies thereof, after scrutiny by the Chairman and with the least possible delay, shall be forwarded to the Administration Staff of the Institute for submission to Council.

B8.9.1 The Annual General Meeting of the Centre or Section

shall be held in the first half of the calendar year and, in addition, at least three (3) Ordinary General Meetings shall be held during each year.

Duties of Committee

Expenditure and handling of fundsby Centres or Sections

Minutes of meetingsto be kept

Annual andOrdinary GeneralMeetings

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Nomination andelection of a Committeeof either a Centre orSection

Nomination ofcandidates

Election of candidates

B8.9.2 At each General Meeting the chair shall be taken by the Chairman or, in his absence, the Vice-Chairman or, in the absence of both, by a Senior Member, Fellow or Honorary Fellow serving on the Committee who is elected by the members present.

B8.10 The nomination and election of members of the Committee shall be as set out herein. The result of the election shall be announced at the Annual General Meeting of the Centre or Section.

B8.10.1 All candidates for election to the Committee shall be nominated only by Members, Senior Members, Fellows and Honorary Fellows of the Centre or Section who shall each be entitled to nominate candidates eligible for election for not more than the number of vacancies occurring on the Committee; candidates to fill vacancies shall comply with clause B8.4.2.5 of the By-laws and shall be considered separately for this purpose. Nominations shall be made on the form prescribed by Council. These forms shall be sent to Members, Senior Members, Fellows and Honorary Fellows who are members of the Centre or Section by the Administration Staff of the Institute at least thirty-five (35) days before the Annual General Meeting of the Centre or Section. Nomination forms shall be returned to reach the Administration Staff of the Institute not less than twenty (20) days prior to the date of the Annual General Meeting of the Centre or Section. On receipt of nominations the Administration Staff of the Institute shall notify each nominee and request his acceptance of nomination within five (5) days; failing such acceptance the nomination shall lapse.

B8.10.2 At least ten (10) days prior to the closing date of the ballot the Administration Staff of the Institute shall send official voting lists of all accepted nominations to each Member, Senior Member, Fellow and Honorary Fellow eligible to vote, which lists shall contain the names and designations (or occupations) of all candidates duly nominated.

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Scrutineers forthe ballot

Authority of aCentre or Section

Dissolution

B8.10.3 The voting lists received by the Administration Staff of the Institute not later than noon on the closing date stated thereon shall be included in the ballot.

B8.10.4 The President or his appointed representative shall appoint three (3) neutral members (with no conflict of interest) of Member Grade or higher as scrutineers to conduct the ballot for the election of members of the Committee. In the event of an equal number of votes being recorded for two (2) or more candidates all of whom cannot be elected, the President or his appointed representative in consultation with the three (3) scrutineers shall decide the result.

B8.11 A Centre, or Section or Student Chapter shall not purport to act for the Institute in any matter which conflicts with the Constitution and By-Laws of the Institute, either directly or by correspondence vis-à-vis Government Departments or similar bodies or any organisation, group or individual unless specifically authorised in writing by Council so to act (refer to clause 3.1 of the Constitution).

B8.12 Council shall retain the power to dissolve any Centre or Section and a copy of the resolution of Council deciding upon such dissolution shall be sent to the Chairman of the Centre or Section concerned and shall be published in one of the official publications of the Institute. All assets, books, records and funds of the Institute in the custody of the Centre or Section shall remain the property of the Institute and, in the event of the dissolution of a Centre or Section as provided for in this By-law, shall be forwarded immediately to the Administration Staff of the Institute.

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B9. STUDENT CHAPTERSB9.1 Any Student Chapter established by the Institute shall

operate under its own rules provided its Rules do not conflict with the Constitution, Objectives, By-laws, Policies and Procedures of the Institute subject to clause B9.7. These Rules and any amendment thereof shall be submitted to Council for approval.

B9.2 The Student Chapter shall not operate in any way that might cause disrepute for the Institute and the provisions of Clause B8.11 shall apply.

B9.3 The membership of a Student Chapter shall consist of bona fide Students, (Student Members, Members and Associates). In good standing.

B9.4 The affairs of the Student Chapter shall, subject to oversight by Council, either directly or indirectly, and be managed by a Committee elected by the members of the Student Chapter as defined in B9.3 above.

B9.5 The Council of the Institute shall have the power to veto any decision of the Student Chapter or its Committee that it considers not to be in the best interest of the Institute.

B9.6 In order to exercise oversight of a Student Chapter, Council shall appoint a Senior Member, Fellow or Honorary Fellow to act as liaison officer between the Student Chapter and the Institute. The liaison officer shall be a non-voting member of a Student Chapter Committee.

B9.7 The obligations of the Student Chapter Committee shall be to organise meetings for reading and discussing papers and delivery of lectures; to co-operate with Student bodies of other voluntary associations, to arrange visits and to discuss subjects coming within

Rules

Objectives

Membership

Management of theStudent Chapter

Institute Oversight

Liaison Officer

Duties of Committee

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Funds required byStudent Chapter

Minutes of meetings

Annual GeneralMeeting

Dissolution

the scope of the Student Chapter; to consider any other matters which come within the scope of the Student Chapter.

B9.8 Subject to Council approval, any funds required for the operation of a Student Chapter shall preferably be budgeted for and made available once approved by the CEO.

B9.9 Minutes of all committee and general meetings of Student Chapters shall be kept and copies thereof, shall be forwarded via the liaison officer to the Institute.

B9.10 An Annual General Meeting shall be held in the second half of each calendar year to elect the Committee for the period until the next Annual General Meeting.

B9.11 Council shall retain the power to dissolve any Student Chapter and a copy of the resolution of Council deciding upon such dissolution shall be sent to the Chairman of the Student Chapter concerned and shall be published in one of the official publications of the Institute. All assets, books, records and funds of the Institute in the custody of the Student Chapter shall remain the property of the Institute and, in the event of the dissolution of a Student Chapter as provided for in this By-law, shall be forwarded immediately to the Administration Staff of the Institute.

B10. MEETINGS AND BUSINESS OF CORPORATE PARTNERS

B10.1 Corporate Partners may and are encouraged to meet amongst themselves to discuss matters of mutual interest.

B10.2 Corporate Partners are encouraged to sponsor official Institute events subject to application to and approval by Council.

CorporatePartner meetings

Institute events

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B10.3 Corporate Partners are encouraged to arrange and present events, at their cost, under the auspices of the SAIEE, subject to approval by Council.

The SAIEE may on request provide administration support for these events.

B10.4 Corporate Partners will be appointed to a particular category depending on their compliance with rules and payment of the relevant fees as determined by Council from time to time.

Corporate Partners will be categorised as Platinum,

Gold, Silver or Bronze as defined by Council from time to time.

Corporate Partners may apply to change their affiliate category at any time by meeting the relevant requirements and applying to Council in writing.

B10.5 The privileges and benefits to be enjoyed by Corporate Partners will be according to Regulations and Rules drawn up by EXCO, approved by Council and reviewed from time to time

B10.6 Any change of affiliate name or status must be communicated to the SAIEE in writing within 3 months of the change becoming effective.

Corporate Partnerevents

Corporate Partnercategories

Privileges and Benefitsenjoyed byCorporate Partners

Change of nameor status

B11.1 The delegated authority of EXCO shall be documented, agreed and approved by Council from time to time and at least annually at Budget time.

B11.2 The following shall be members of EXCO: Office bearers (6) CEO Chairmen of the Council Committees as defined in the

By-laws Up to three (3) persons may be co-opted by the EXCO.

B11. EXCO

Delegated authority

EXCO membership

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There persons are to add value to the business of the EXCO and SAIEE.

B11.3 The quorum for EXCO meetings shall be 6 EXCO members, at least half of whom must be Office Bearers.

B11.4 At each EXCO meeting the Chair shall be taken by the President or, in his absence, the Deputy President, a Vice-President or, in the absence of all of them, the Honorary Treasurer.

Quorum

EXCO Chairman

Responsibility for administrationand management

Chairman of the FinanceCommittee

Honorary treasurer

CEO

Authority Matrix

B12. ASSETS AND ACCOUNT MANAGEMENT AND ADMINISTRATIONB12.1 The responsibility for management of the assets and

accounts of the Institute, as delegated by Council, resides with EXCO assisted by the Finance Committee. (See also B7.3.4.1).

The Finance Committee will exercise oversight over the financial aspects of the Institute activities and ensure effective management controls with respect to Institute projects and events.

B12.2 The Chairman of the Finance Committee shall be the Deputy President. The Vice Chairman of the Finance Committee shall be the Senior Vice President.

B12.3 The Governance of the Assets and Accounts shall be vested in the Honorary Treasurer who will perform an oversight role.

B12.4 The CEO, assisted by his administration staff, shall be responsible for the performance of day-to-day management and administration of the Assets and Accounts of the Institute.

B12.5 All transaction approvals shall be according to the Authority Matrix as approved by Council. No

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transaction shall be permitted outside this Authority Matrix unless approved by EXCO.

B12.6 The Finance Committee shall be made up of Members, Senior Members, Fellows and Past Presidents of the SAIEE, nominated by the Office bearers and approved by Council.

The membership of the committee shall be as follows: Chairman Vice Chairman CEO assisted by the Institute Accountant, who does

not have a vote. The current President, ex-officio. Honorary Treasurer Minimum of 2 (two) and a maximum of 5 (five) Members,

Senior Members, Fellows or Past Presidents. The quorum shall be four (4) members, at least half

of which shall be made up of the chairman, vice chairman, CEO or the Honorary Treasurer.

B12.7 The Institute shall be funded by Members and Corporate Partner Subscriptions, Investment income, Income from Publications, Income from activities emanating from the Objectives and conducted by the Institute (such as the Continuous Development Programme, and Mentorship), donations, sponsorships and bequests.

B12.8 Projects must comply with the Objectives of the Institute as defined in clause 1.4 of the Constitution. Annually, an amount shall be included in the budget, and payment of such funding shall be proposed to the Exco by the President and CEO for approval. Non budgeted items are subject to Council approval.

Finance Committee

Funding of the Institute

Funding of Projects

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